Procurement Specialist

Job Summary

The Procurement Specialist II supports activities related to the procurement of materials, professional services, and equipment for the company. Submits and processes purchase orders, including credit card orders, as authorized and following policies and procedures for the operation of procurement activities. Coordinates purchasing activities to support other departments requirements.

Accountabilities:

• Coordinate Small Business Subcontracting Plan reporting requirements in accordance with US Small Business Administration rules and regulations.
• Familiarity with Deltek/Costpoint Enterprise Financial System Procurement (Materials Management) Module (Requisitioning, Approvals, PO Management, Receiving, etc.).
• Assists with developing and revising procurement operating procedures and policies.
• Manages corporate credit card orders including review of invoices covering the same.
• Prepares, maintains, and reviews purchasing files and reports.
• Assists with developing bid specifications for sourcing initiatives, training content and guidance materials.
• Reviews requisition orders to verify accuracy, terminology and specifications.
• Contacts suppliers to schedule or expedite deliveries, resolve shortages, missed or late deliveries to ensure contract terms and company needs are met.
• Approves bills for payment and calculates costs of orders and forwards invoices to appropriate accounts.
• Maintains policies and procedures of organizational and government regulations affecting purchases and shares information with management, staff members and vendors.
• Validates shipments to ensure orders are filled correctly and goods meet specifications.
• Compares prices, specifications, and delivery dates to determine the best bid among suppliers.
• Maintains documentation of purchase orders and verifies invoices for payment with accounting when applicable.
• Interacts with internal and external customers to ensure purchasing activities within functional areas are met and comply with government regulations and company procedures.
• May assist in the evaluation of quotations received, selects or recommends suppliers, and schedules deliveries.
• Prepares and issues purchase orders and follows up to expedite delivery and shipment.
• Obtains certifications of delivery and validates against purchase orders.
• Develops and maintains necessary records and files for efficient operation.
• Performs other duties as assigned.

Applied Knowledge & Skills:

• Working knowledge of standards and functions and applies the fundamental concepts, practices and procedures of procurement activities.
• Knowledge of company policies and procedures regarding procurement services.
• Excellent oral and written communication skills.
• Proficient use of Microsoft Office suite of products and computer software skills.
• Good problem-solving skills, well organized and detailed oriented.
• Ability to analyze and interpret data, identify errors and prepare reports.
• Attention to detail – high levels of care and accuracy in all tasks.
• Ability to work well with others and independently.

Problem Solving & Impact:

• Works on problems that are diverse in scope and require evaluation of identifiable factors.
• Exercises judgment within defined practices and policies in selecting methods and techniques for obtaining solutions.
• Presents evidence and suggests solutions.
• Decisions made generally affect own job or specific functional area.

Supervision Given/Received:

• Has no supervisory responsibility.
• Receives instructions on new assignments.
• Typically reports to a Manager.

Education:

• High School / GED Diploma or international equivalent
• Bachelor’s degree in Business or Supply Chain preferred

Experience:

• Typically requires 3-5 years of procurement and administrative support experience.
• Able to effectively communicate in a clear, professional, and positive manner with clients and staff both verbally and in writing,
• Must be able to read, write and speak fluent English.
• Prior experience in a non-governmental organization (NGO) preferred.

Typical Physical Demands:

• Typical office environment.
• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.

Technology to be Used:

• Laptop, Microsoft Office (i.e. Word, Excel, PowerPoint, etc.), Teams, Outlook e-mail, telephone, printer, calculator.

Travel Requirements:

• Less than 10%

The expected US Based hiring salary range for this role is listed below. Candidate FHI 360 pay ranges represent national averages that vary by geographic location. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, business sector, and budget. 

Base salary is only one component of our offer. FHI 360 contributes 12% of monthly base pay to a money purchase pension plan account. Additionally, all US based staff working full-time, which is calculated at 40 hours/week, receive 18 days of paid vacation per year, 12 sick days per year, and 11 holidays per year. Paid time off is reduced pro rata for employees working less than a full-time schedule.

US Based Hiring Salary Range: $67,000 - $78,000

International hiring ranges will differ based on location.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment  process. If you have questions or concerns about correspondence from us, please email CareerCenterSupport@fhi360.org.

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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